Benefits to using medical emr software in a doctors offic

Medical offices and clinics across the country have long borne the responsibility of keeping extensive paper records that not only consumer valuable office space, but are inefficient by today’s standards. These cumbersome anachronisms are the source of countless wasted employee hours, untold volumes of trees, and probably more than a few missed business opportunities. With the advent of medical EMR software the situation is rapidly changing. This is especially true thanks to initiatives set forth by the Obama administration offering incentives to move away from traditional paper filing systems.
Electronic Medical Records, or EMR for short, is the terminology used to describe the software which not only takes the place of the paper charts, files, and folders that have become a central part of most medical practices. By removing the need to keep a large filing system replete with detailed customer records in an easily accessible area medical EMR software is enabling medical providers to add additional service areas and capacity. Medisoft EMR software only needs the pre-existing office computer network and possibly a few new laptops to convert an office to a paperless (or at least paper-light) facility.
Offices can still keep paper records if they see fit, but they can now be relegated to the basement, or even off-site for security. While on the subject of security, medical EMR software is completely digital, meaning that thousands of records can be stored on something small enough to fit in a pocket. This allows backups that can be easily taken off site for increased security.
Being completely digital using McKesson Practice Choice or Medisoft EMR software means that records are available nearly instantly, and the ability to control which employees can access each record and how. This not only allows dramatic time saving when it comes to retrieving and filing patient records, but offers the ability to hide sensitive data from employees who have no need to see it, while allowing others the access to view/add/change as seen fit by the rules laid forth by the powers that be.
The power to search through patient histories can be a real time saver for highly paid personnel whose best use is seeing as many clients as possible, not sorting through their history trying to figure out when the last time a given patient had similar symptoms was.
With a growing environmental awareness and trend towards customers preferring greener businesses, offices utilizing medical EMR software give the impression that they care about the environment. It is all but inevitable that offices who are late adopters will come off as ‘quaint’ at best, but antiquated and archaic to others. Antiquated and archaic are not exactly the impression that most medical facilities want to leave on potential clients, even if it is over an issue like perceived environmental friendliness.
The increased security and completely digital nature of medical EMR software means that nobody ever has to search for a lost piece of paper this is required for billing purposes. All patient records all easily accessible and perhaps best of all, completely legible.
VN:R_U [1.9.17_1161]
Rating: 0.0/10 (0 votes cast)
VN:F [1.9.17_1161]
Rating: 0 (from 0 votes)
Be Sociable, Share!

Medical insurance billing software and EHR software has been in the limelight the past few years. It started with the proposal by President Obama’s stimulus plan to foot the bill for doctor’s offices to use EMR (electronic medical records) software. This software would include insurance billing software.

The long awaited software program had been the subject of much controversy.  But one this for certain, some aspects can be a timesaver.  This is innovative software developed for healthcare professionals as well as billing services employed by the medical profession.Using electronic claims for billing allows the least amount of mistakes, saves valuable office time if you use electronic statements and the rapid verification of eligibility for certain procedures. The time of approval is cut to a minimum and the documentation of the verification is on your computer.

Accounting becomes a snap when using medical insurance billing software. The software keeps track of what has been paid and what is still owed. The patient ledger will show you which patient’s insurance company has made a payment, how it was made and if there are adjustments needed to the account.

If you need a certain patient’s file on the screen, it is there. The time it took to hunt through file cabinets and fill out new patient billing information to add to a folder that was already too thick took up precious time. Now the information can be put into the computer, entered and it is at your fingertips when you need to find something.

When it comes to multi-tasking, medical insurance billing software will allow you to do several jobs at the same time. When you have entered the information in the billing section and prompted it to start, you can go on and do other tasks while this is in the process.

Making Office Time a Little Shorter With Medisoft Version 20

Everyone knows the majority of time you spend in an office is doing paperwork. If you could eliminate a major portion of this paperwork the time can be spent with patients. This includes time you spend on the telephone with insurance companies. Tracking down payments and charges by using medical insurance billing software will allow you more free time to get to the really important things.  With Version 20 of Medisoft, you can reduce the paper handling and shuffling by letting your patients fill in their demographic information on a tablet computer, then when they finish, your front office staff can verify the info, and with a click of a button, transfer that information to Medisoft, saving your staff the time consuming task of typing the  information into the Medisoft program themselves.  Not only that, the forms that patients sign off on , like HIPAA and other forms can be included on the tablet for approval from the patient, saving them time signing, and allows you to store the information digitally in Medisoft.Download a copy of Medisoft Medical Billing by clicking on this link.

VN:R_U [1.9.17_1161]
Rating: 0.0/10 (0 votes cast)
VN:F [1.9.17_1161]
Rating: 0 (from 0 votes)
Pin It
Be Sociable, Share!

 

Deposit List

The Deposit List is a feature that is only available in Medisoft Advanced and Medisoft Network Professional. This feature will allow you to quickly apply an EOB to multiple patients. It will also track payments that have been entered into Transaction Entry. Any payments entered into Transaction Entry will be automatically entered into the Deposit List and will be listed in the Deposit List as applied payments.

Navigation of the Deposit List

Prior to utilizing the Deposit List, it is important to know the different functions it can perform.

It is important to note that items entered into the Deposit List WILL NOT affect accounts receivable totals until they have been applied to specific charges. This is important to note because it has implications on reports. Reports based on the Deposit List will not match reports based on the Transaction Entry file. This is because the accounting reports are based on the mwtrn.adt table. The Deposit List does not update this table until payments have been applied.

When you first open the Deposit List, you will see the following screen:

We will now discuss some of the fields available to you and explain what they are used for.

Deposit Date: When you first open the deposit list, the Deposit Date field in the upper left corner of the screen will default to the system date. Selecting a date in this field will allow you to see all payments made on that particular date. By default, you will see all payments made today.

Show All Deposits: If you want to see all payments regardless of date, place a check mark in this field.

Show Unapplied Only: This option will allow you to only view deposits that have not been applied, or deposits that have only been partially applied. This is useful in determining which deposits still require work.

Sort and Search: The sort and search functions work in the same manner as the sort and search functions discussed in previous chapters.

Detail: In the upper right corner of the deposit list you will see a button labeled Detail. This button will only be available if you have selected an existing patient or insurance payment that has been applied. Clicking this button will show you the patient accounts to which the deposit has been applied.


 

The Deposit List Detail window can be printed by clicking on the Print Grid button on the right side of the window. This can be helpful for finding discrepancies between an EOB and what has been posted by allowing users to print the detail and compare. Additionally, the printed version will show the dates of service and procedures for the charges to which the payment was applied.

Tips and Tricks:
Because you do not apply capitation payments, you will not have access to the Detail button when a capitation payment is highlited.

 

Export: Clicking the Export button will allow you to export your deposit list to either Quicken or Quickbooks.

Through the deposit list you can apply three types of payments.

  1. Patient Payments: Patient payments entered through the deposit list can be applied to any charges regardless of case, document, or superbill number. These payments can also be made to different patient accounts. This allows you to enter payments that come from a guarantor for one of the patients for whom they are responsible. You will be able to quickly enter up to 2 types of transactions into the patient ledgers. (Patient Payment, and Adjustment
  2. Insurance Payments: Insurance payments entered into the deposit list can be entered for any patient. You will receive a warning message if you try to apply a payment to a patient who does not have that insurance carrier listed in their case information. Additionally, you will be able to quickly enter up to 5 types of transactions into the patient ledgers. (Insurance Payment, Disallowed Amount Adjustment, Withhold Adjustment, Takeback Adjustment, and Deductible)
  3. Capitation Payments: Capitation payments entered into the deposit list are not applied. Therefore they will not affect the practices AR totals. They will ONLY be reflected in your Deposit List reports. You will not see these payments on any other major accounting reports.

We will discuss the process for entering and applying all three of these types of payments. We will focus on the fields that have the biggest effect on the process. For information regarding fields not discussed, refer to the Medisoft Help Files.

 

VN:R_U [1.9.17_1161]
Rating: 0.0/10 (0 votes cast)
VN:F [1.9.17_1161]
Rating: +1 (from 1 vote)
Be Sociable, Share!

Medicaid and Tricare

Similar to the Condition tab, the Medicaid and Tricare tab contains information that will affect both paper and electronic claims. For specifics on these situations, refer to the Help File and the Clickable CMS (HCFA) form, or to your EDI Documentation.


VN:R_U [1.9.17_1161]
Rating: 9.0/10 (1 vote cast)
VN:F [1.9.17_1161]
Rating: +1 (from 1 vote)
Be Sociable, Share!

Miscellaneous


Outside Lab Work: By selecting the check box for Outside Lab Work, you indicate that the patient has received outside lab work and the Lab Charges field should be completed.

Lab Charges: If Outside Lab Work has been done, enter the amount of the charges for the lab work that had been done.

Local Use A: This field is available for instances when insurance carriers need additional information. On paper claims, it will print in box 10d. If the insurance carrier is Medicare, use this field ONLY to enter Medicaid information. If the patient is entitled to Medicaid, enter the patient’s Medicaid number preceded by the MCD.

Local Use B: Similar to Local Use B, this field is for use when an insurance carrier requires additional information. When printing paper claims, this field will populate box 19. If you are dealing with Chiropractic claims, enter the last X-Ray date into this field.

Indicator: The Indicator field is similar to the indicator field available within the Patient setup screen. This field will allow you to enter 5 characters that can be used to filter transactions in the claim creation process. If you are going to utilize this feature, you will want to track all the entries you have utilized, and what the definition of each entry is.

Referral Date: Referral Dates are required when dealing with referring providers and managed care. If you have a referral, enter the date of that referral into this field.

Prescription Date: This field is required for hearing and vision claims. Enter the prescription date. This field is used for electronic claims sent in the ANSI format.

Prior Authorization Number: The Prior Authorization Number field is closely linked to insurance claims and insurance authorizations. This number will print in box 23 of your paper claims, and will also transmit on electronic claims.

Outside Primary Care Provider: This field is necessary because the Primary Care Provider is NOT always the referring provider. If a managed care patient is seen in an emergency situation, they may be assigned to a provider who needs to refer the patient to another provider for a specific type of care, such as imaging. This field pulls from the Referring Provider list, so any providers needed for this field must be entered there. This field is transmitted on electronic claims, and is required in some instances.

Date Last Seen: Date Last Seen is referring to the date the patient was last seen by the Primary Care Provider. This field is also often a required field on electronic claims.

Chiropractic Fields: There are certain fields on this tab that are only visible if the Practice Type (Within Practice Information) is set to Chiropractic.

Nature of Condition: In Nature of Condition, enter a one-character code. Select from the following:

A = Acute

C = Chronic

M = Acute manifestation of chronic condition

Condition Desc 1 and 2:  These fields allow entry of descriptions of the condition – up to 80 characters.

Treatment Months/Years: In Treatment Months/Years, enter the letter M (for Month) or Y (for Year) and then up to two digits to indicate the number of months or years treatment has been rendered to the patient for this particular ailment.

No. Treatments-Month: In No. Treatments-Month, enter up to two digits indicating the number of treatments the patient has received during the current month.

Date of Manifestation: The Date of Manifestation field is used only if M is entered in the Nature of Condition field. When applicable, enter or select the correct date.

Complication Ind.: The Complication Ind field requires one character: C if the condition is complicated or U if the condition is uncomplicated.

VN:R_U [1.9.17_1161]
Rating: 9.0/10 (1 vote cast)
VN:F [1.9.17_1161]
Rating: +1 (from 1 vote)
Be Sociable, Share!

Policy 1

The Policy 1 tab is where you enter the patient’s primary insurance information. Many of the fields included on this screen are similar to those included on the Policy 2 and 3 screens, with the difference being that they would apply to the secondary or tertiary insurance carriers if they were entered on those other screens.

Insurance 1: This field will be where you specify the Insurance Code for the primary carrier you wish to add to this case.

Policy Holder 1: Many people confuse the Policy Holder field with the Guarantor field. The Policy Holder field should contain the chart number of the patient or guarantor that holds the insurance policy.

Depending on circumstances, this may be a different person than the Guarantor that was specified on the Personal tab.

Relationship to Insured: The Relationship to Insured field corresponds directly to the Policy Holder 1 field. You will need to specify how the patient is related to the person listed as the Policy Holder 1.

Tips and Tricks:
The Policy Holder field for Medicare patients should always be the same as the patient Chart Number. Additionally, the Relationship to Insured field should always be set to self. Medicare does not offer family plans. Failure to accurately enter these fields for Medicare claims will result in claim rejections.

 

Policy/Group Number: You will find the patient’s policy and/or group number listed on their insurance card.

Policy Dates: These dates designate the policy effective dates. If these are applicable, they will also be listed on the patient’s insurance card.

Claim Number: Claim Number refers not to a standard Healthcare claim, rather a claim number that refers to a different type of insurance claim, such as an auto insurance claim, that is responsible for paying for the medical services being rendered. This field holds the claim number for that insurance claim.

Assignment of Benefits/Accept Assignment: This field determines who is going to receive payment for charges entered into this case. If you place a check mark in this field, that means the provider accepts assignment of the patient benefits, and the insurance carrier will send the payment directly to the provider. If you do not place a check mark in this field, the check will be sent to the Patient. The doctor’s office will be responsible for billing to and collecting from the patient in this situation. See Accept Assignment Handout.

Capitated Plan: Capitated plans pay a doctor or group of doctors a pre-negotiated amount of money per month to see a group of patients under a particular insurance carrier. These payments are not based on how many procedures are performed. The same payment will be made if no patients under that plan make a visit during the month. If this patient is part of a capitated plan, place a check mark in this box. See Capitated Plan Handout.

Deductible Met: This field is used to indicate whether the patient has met his or her annual deductible. When the deductible is met, click this box. The amount of the deductible paid is displayed in the Transaction Entry window. When the full amount has been paid, the program reflects the amount entered in the Annual Deductible field in this window in the YTD field in Transaction Entry. In other words, if the patient has a $250 deductible and the Deductible Met check box is checked, then the YTD field also reflects $250. This field is reset annually.


Annual Deductible: The Annual Deductible field is a reference field that will be displayed within Transaction Entry. If you know the amount of your patient’s annual deductible, enter it here.

Copayment Amount: Copayment Amount allows you to enter in the amount of the copay that this patient has for each visit. This field will display within transaction entry as the Policy Copay. This field is a reference field only. It will not automatically enter a copay for you. You will not be able to bill a patient for a missed copay until after the insurance carrier has paid. You will not be able to enter the copay reference as a percentage. It is strictly a dollar amount copay.

Insurance Coverage By Service Classification: The main function of Service Classifications is to provide a more accurate division of the patient and insurance portions when transactions are totaled. It is based on the premise that all similar procedures are reimbursed at the same percentage rate by the majority of carriers.

Because a carrier doesn’t normally pay the same percentage for every type of procedure, it is essential that procedures be divided into service classifications in order to assign the proper percentage to each class. These are set up at the time the procedure codes are created and, although they can be changed, they cannot be deleted.

A common example of the variation is the difference in percentages paid for office visits and those paid for lab work. Normally, office visits are paid at 80%, while lab work is covered at 100%. To handle this difference, when the procedure codes are created, office visits are put in service Class A (paid at 80%) and lab work is put in Class B (paid at 100%). In the Case (Policy 1, 2, and 3) windows, in the Service Classification fields, A shows 80% and B shows 100%. These classifications are used in calculating allowed amounts (Apply Payment/Adjustments to Charges window).

In the Insurance Coverage Percents by Service Classification fields, indicate the percentage amount of coverage indicated in the applicable insurance policy. There are eight fields to enter Service Classifications. You assign the fields. Field A is generally used for common procedures, and Field B could be for surgery or lab charges. Field C could be those services that are not covered by most insurance policies, etc.

The Service Classification fields in this window are completely separate from the 26 Charge Amount fields (A – Z) provided for in the Procedure/Payment/Adjustment edit window, Account tab.   The values for the Service Classification fields can be anything between 0% and 100%. Place a zero default for procedures not covered by the insurance carrier. Any of these figures can be changed by typing over the number, and the dollar amount charged can be overwritten in Transaction Entry.

Policy 2

Crossover Claim: The Crossover Claim field is the only field that is different in functionality from the Policy 1 tab. This field designates transactions entered under this case as crossover transactions. This means that the Primary insurance carrier will be forwarding the claim to the Secondary carrier. If this is the case, you will not want to print or send a secondary claim manually, as it would be a duplicate claim. If this box is checked, secondary information will be included on Medicare claims (for Medigap crossovers). Additionally, you will not be able to print or send the secondary claim for these transactions.

Policy 3

There are no fields on this tab with different functionality than the fields listed for Policy 1 or Policy 2.

VN:R_U [1.9.17_1161]
Rating: 10.0/10 (1 vote cast)
VN:F [1.9.17_1161]
Rating: +1 (from 1 vote)
Be Sociable, Share!

UB04

Beginning with v14, Medisoft has the ability to bill paper UB04 claims. The UB04 is a standard insurance claim form used for institutional billing. The UB04 form is used by hospitals, nursing homes, hospice, home health agencies, and other institutional providers. Similar to the CMSFILE.EXE and CMS11.EXE, you will have the ability to create a print image using UBFILE.EXE.

To setup UB04, the option is found under the File menu and Program Options on the Data Entry tab. The box for Suppress UB04 Fields needs to be unchecked.

The UB04 option is now available in the case screen.

bs on this window. The FL (Form Locator) 4 to 41 tab and the FL 67-81 tab. Many of the fields are not necessary when submitting most UB04 claims. If a box is not represented on the window, it is because the program pulls information from another location to populate that box.

 

VN:R_U [1.9.17_1161]
Rating: 10.0/10 (1 vote cast)
VN:F [1.9.17_1161]
Rating: +1 (from 1 vote)
Be Sociable, Share!

In an article from FierceEMR today, it was reported that CMS and Medicare will be closely evaluating the use to Templates in creating patient notes. And paper templates and also included, not just electronic templates. Officials are worried that there might be improper insurance billing to medicare insurance and others. “[C]loned documentation will be considered misrepresentation of the medical necessity requirement for coverage of services due to the lack of specific individual information for each unique patient,” the notice states. “Identification of this type of documentation will lead to denial of services for lack of medical necessity and the recoupment of all overpayments made.”

The revised instructions state that CMS doesn’t prohibit the use of templates to facilitate record keeping, nor does it approve of or endorse any particular templates. Electronic records may involve any type of interface, not just sophisticated ones, with clinical decision and documentation support prompts. Templates can even be paper-based.

However, the agency discourages the use of templates that provide limited options for the collection of information, such as check boxes or predefined answers, or limited space to enter information.

Read more: Medicare contractor to docs: We won’t pay for cloned EHR notes – FierceEMR http://www.fierceemr.com/story/medicare-contractor-docs-we-wont-pay-cloned-ehr-notes/2012-09-12#ixzz2Ex1Unuqz

VN:R_U [1.9.17_1161]
Rating: 10.0/10 (1 vote cast)
VN:F [1.9.17_1161]
Rating: +1 (from 1 vote)
Be Sociable, Share!

Hurricane Charley hit us full force. I remember hunkering down with my wife in the bathroom of our house. The wind was blowing fiercely, we could see little minin cyclones spinning grass and debris in our backyard. I remember getting all suited up and running out to the barn to try to call in the horses to the barn for safety. They didn’t want to come in, instead they were content with sticking their huge “rumps” to the wind (they are quarter horses), and waiting out the storm outside in the pasture. Then suddenly I heard an “explosion” and turned around to see a plastic shed in the bar flying in pieces all over. I considered that a much needed encouragement to head back to the house and hunker down some more, I ran to the front door and as I entered the house, my wife said “Harry look at the barn”, I looked and saw it “flying away”, obliterated with chunks of metal roofing and wood spinning wildly in the air, pelting the path I had used to run back to the house.

From personal experience, I know the damage natural disasters can bring. Luckily, at my office, we had put all the equipment up on the desks from the floor (for floor standing computers), made backups, took backups off site, and survived with minimal interruption to business (we did cart the server to a staff members house down south in Fort Myers florida, where they had internet access and electricity). I can remember doctors offices in Punta Gorda, that received the brunt of the storm, wading around the streets picking up paper medical charts, (talk about HIPAA violations! lol)

Look at what happened with Hurricane Sandy in the northeast. Even fortune 500 firms had damages they were not expecting because of all the consequences of what a hurricane could do.

What can we learn? Here are some suggestions for preparing for natural disasters:
1- Always backup your data on a regular basis.
2- Always “rotate” your backup media (this means if you are backing up to tapes; memory sticks; CD’s or DVD’s or other media, don’t put all your eggs in one basket. Diversify, spread your risks to multiple media). We suggest a media for monday; tuesday; wednesday; thursday; and 5 or so fridays (one for each week, and on week 6, you would rotate and use media #1 again); 3 or 4 minimum monthly media; and yearly media backups.
3- Take backup media offsite in case of robbery; fire, or other disaster destroys your office and everything inside.
4- We learned that communications and power are two very important aspects in a disaster. We had voicemail on our phone lines, and thought we were still receiving messages from customers and clients after the storm. We were wrong, the phone companys “voicemail” was in town and was damaged in the hurricane, and we had no way to communicate with our customers since the phone lines were down. I remember driving every day for a few hours up to Sarasota FL, to FedEx Kinkos, to hookup my laptop to check emails, and use the cell towers in Sarasota to call customers. Later we hooked up a generator so that the office could function on a limited basis when phone service was restored.
5- Think in advance of alternate locations to setup your office in case of disaster. One of the most busiest businesses thriving in the Hurricane Sandy disaster are temporary office locators who find locations for clients on a temporary basis.

Do you have any suggestions for preparing for disasters in your home or business?

VN:R_U [1.9.17_1161]
Rating: 9.0/10 (1 vote cast)
VN:R_U [1.9.17_1161]
Rating: +1 (from 1 vote)
Be Sociable, Share!

A recent Wall Street Journal article reports that approx one fourth 1/4 of all claims submitted by nursing homes were incorrect based on a Federal Report due Thursday. The Journal claims the majority of claims were “up-coded” to a higher service than what was necessary. The Journal claims the report mentions that Nursing Homes inflates the cost of its bill to Medicare by claiming more intensive services were done than actually performed.

So whats new? Votes get inflated, so why not claims? lol… Do you think this is done on purpose or is it an honest mistake or poor training in medical billing? I”d like to hear your comments.

VN:R_U [1.9.17_1161]
Rating: 10.0/10 (1 vote cast)
VN:R_U [1.9.17_1161]
Rating: +1 (from 1 vote)
Be Sociable, Share!